Atch 1 Site Visit Minutes.docx

SITE VISIT MINUTES

For

SOLICITATION FA2517-09-R-5002

GROUNDS MAINTENANCE SERVICE FOR PETERSON AFB CO

1. A site visit was conducted on Friday, 28 January 2011. Attendees met at the West Gate Visitor’s Center at 0800 (MST), Peterson AFB (PAFB) CO. Attendance Roster is at Attachment 1.

2. The contracting officer opened the meeting by welcoming the visitors to the PAFB site visit and introduced the government people in attendance. A Schedule of Events (Atch 2) was handed out to everyone. There wasn’t a need to provide Base maps for the site visit as CDs were mailed earlier to offerors upon request prior to the site visit and those who did not request a CD prior to the site visit were given an opportunity to obtain a copy at the end of the site visit. Steve Sullivan, 21 CES/CEOSS, Primary Quality Assurance Personnel (QAP) and SSgt Michael Holmes, 21 CES/CEOSS, Alternate QAP, were instrumental in ensuring the site visit was a success. Visitors were reminded to submit all questions, pertaining to the Performance Work Statement and solicitation in writing at the end of the site visit or they could submit their questions as required by the solicitation to contracting by 31 January 2011; 1200 (MST).

3. Everyone loaded the bus by 0800. The areas viewed on base were in accordance with site survey provided to them at Attachment 2.

4. The bus tour of the base was completed by 1025. Everyone was given a 10 minute break and asked to return to the 21 CES Readiness Classroom 1 afterwards.

5. Everyone was thanked for attending the site visit. It was mentioned by the contract specialist that responses to the offeror questions would be included with the Site Visit Minutes and posted by amendment in FedBizOps. Map and drawing CDs were available to anyone requesting copies that had not already been mailed. The site visit ended approximately 0930.

3 Atchs:

1. Attendance Roster

2. Peterson AFB Site Survey and Schedule of Events

3. Questions & Answers

SITE VISIT ATTACHMENT 1

ATTENDANCE ROSTER

FOR SITE VISIT ON 28 JANUARY 2011

SOLICITATION FA2517-09-R-5002

SITE VISIT ATTACHMENT 3

QUESTIONS & ANSWERS

PERFORMANCE WORK STATEMENT:

1. QUESTION: In reference to PWS 1.1.8, is spraying turf weeds in the improved grounds included in this proposal? Is it to be priced as part of CLIN 0007 and subsequent years?

RESPONSE: Yes, the areas for weed control covers improved turf, rock beds, mulch beds, red breeze, and sand. The acreage in Appendix A was changed to reflect total current acreage. Turf accounts for 90 acres, gravel/rock beds account for 49 acres, mulch/plant beds account for 20 acres, sand accounts for 1 acre, and red breeze accounts for 2 acres. The definition of improved grounds was added to the Appendix D.

2. QUESTION: In reference to PWS 1.1.9, is CLIN 0008 and subsequent years, Lawn Renovation, to be priced using seed or sod? If seed, is it to be installed by hand seeding or drill seeding?

RESPONSE: Several CLIN numbers have changed. CLIN 0008, was split to have one CLIN for improved grounds, referencing PWS Para 1.1.9 and 1.1.9.1 (which will be priced using sod), and one CLIN for semi-improved grounds, referencing PWS Para 1.1.9 and 1.1.9.2 (which will be priced using hydro-mulch native seed).

3. QUESTION: In reference to PWS 1.6, Snow and Ice Removal, is ice melt or ice slicer allowed to be used?

RESPONSE: The PWS requirement for the contract is washed sand. If it is determined and approved to use ice melt or ice slicer by the contractor, it will be at no additional cost to the government and all appropriate paperwork must be completed.

4. QUESTION: In reference to PWS 1.7.1.5, Plant trees, shrubs and perennials, CLINs 0022, 0023, 0024 and subsequent years, does the government or contractor supply the plant material?

RESPONSE: The contractor supplies the materials. The RFP instructions and evaluation were changed and Exhibit C was added, which includes a cost breakdown for trees, shrubs, and perennials. Exhibit C is to be priced per each item. PWS Appendix A still identifies the estimated work load. CLINs 0022, 0023, 0024 and subsequent years are now changed to 0023, 0024, 0025 and subsequent years.

5. QUESTION: In reference to CLIN 0026 and subsequent years, Transplant trees, what size of tree transplanting do we bid on? Is it the sizes listed in PWS 1.7.1.7 or what size?

RESPONSE: Transplant of trees has been moved to Exhibit A, item 17A, 17B, and 17C. RFP CLINs have been renumbered, CLIN 0026 and subsequent years now reads CLIN 0027 and subsequent years.

6. QUESTION: In reference to CLIN 0030 and subsequent years, Emergency and Special Events, what is 20 each? Usually, this is quoted in hours not each, since the work has no defined parameters. Please clarify.

RESPONSE: The unit of measure now reflects “hours” instead of “each” in the PWS, Appendix A as well as the corresponding CLIN 0030. RFP CLINs have been renumbered, CLIN 0030 and subsequent years now reads CLIN 0031 and subsequent years.

7. QUESTION: In reference to PWS 1.1.2, Edge, how many linear feet of edging is required?

RESPONSE: There is approximately 88,000 linear feet of edging required in improved grounds.

8. QUESTION: In reference to Exhibit A, Item #3, Seed, is this to be quoted as drill seeding or hand seeding?

RESPONSE: RFP Exhibit A, item 3 is changed to reflect: seeding for improved grounds, Item 3A (slit seeding) and semi-improved grounds, Item 3B.

9. QUESTION: In reference to Exhibit A, Item # 13, “Trees Removed and Replaced”, what size of tree do we bid on? Is it the sizes listed in PWS 1.7.1.7 or what size?

RESPONSE: Trees removed is changed in RFP Exhibit A, item 15 to reflect 3 sizes (a, b, and c). The sizes for replacement will be those referenced in Para 1.7.1.7 and priced in RFP Exhibit C, item #13.

10. QUESTION: In reference to RFP Exhibit A, Item # 15, “Trees Removed and Not Replaced”, what size of tree do we bid on? Is it the sizes listed in PWS 1.7.1.7 or what size?

RESPONSE: : Trees removed is changed in RFP Exhibit A, item 15 the title is changed to “Trees Removed” to reflect 3 sizes (a, b, and c).

11. QUESTION: We currently maintain several properties’ with the same system (Vantage pro2) all of which the authorization is part of the system purchase and under the name or names of the purchaser. All the current systems are identical to the one in discussion as they were sold by the same distributer. Sub factor 3 (f) States, provide proof of Communications Commission Radio State Authorization license to operate and manage the Toro Sentinel Wireless Vantage Pro2 Systems. The above system is the property of the Government and not the contractor, therefore the requirement was met and is to be re-applied / re-new each five (5) years by the Government. The Contractor is not allowed by applicable statute to maintain the same license and frequency, as it would be in conflict with the Governments. Please explain the meaning of this requirement. We currently maintain several properties’ with the same system (Vantage pro2) all of which the authorization is part of the system purchase and under the name or names of the purchaser. All the current systems are identical to the one in discussion as they were sold by the same distributer.

RESPONSE: The offeror is responsible for obtaining and maintaining the license from the Federal Communications Commission prior to submission of proposal.

12. QUESTION: Regarding Addenda 52-212-1 Proposal Preparation Instructions c.1. Part 1: Technical Proposals Subfactor 3: Permits

Being contractors outside of Colorado, the permits requested for the Arborist, Pest Controller and Plumber/Maintenance manager strongly limits out of state companies the ability to compete if required to provide these certifications prior with the proposal. Would it not be reasonable to, instead, ask that these factors would be included in a thorough safety plan including addressing issues such as altitude, oxygen limitations, climate and weather, and that the permits be required before the start of contract?

RESPONSE: All permits and certifications RFP Clause 52.212-1 must be obtained prior to submissions of proposal. The Arborist is international and the Plumber is for American Society of Sanitary Engineering (ASSE) certification, not Colorado State certification.

13. Maintain Irrigation Systems/sections 1.1.4. thru 1.1.4.5.

a. QUESTION: Is the government or the contractor responsible for winterizing (blowing out) the irrigation systems?

RESPONSE: The contractor is responsible for all blowouts of irrigation systems. The verbiage is PWS Para 1.1.4.2 was changed to add winterize in the maintenance.

b. QUESTION: This section of the SOW does no not clearly identify if the contractor or the government is responsible for the cost of normal repairs. Is the contractor required to include the cost of all normal irrigation repairs in their bid?

RESPONSE: Yes, the contractor should include the cost of normal repairs in their bid, as stated in PWS Para 1.1.4.2. There are approximately 20,500 heads, 500,000’ of lateral pipe, and 115,000’ of main lines on the contract. The contractor is responsible for standard day-to-day maintenance. If another contractor damages any part of the irrigation system, they are liable for all costs for replacement parts.

c. QUESTION: Because irrigation repair costs vary so greatly, we recommend that irrigation repairs be covered on a cost reimbursable basis. The government can better control cost and reduces the risk to the contractor.

RESPONSE: The solicitation remains as outlined. Please reference question 9b for information.

14. Remove Debris/Police Grounds / section 1.1.5. thru 1.1.5.5.

a. QUESTION: The government states there are additional areas to be serviced, Appendix A does identify the quantity and Appendix B has not been provided. Please clarify the size of these areas and where the additional service is to be performed?

RESPONSE: Debris removal includes everywhere on the maps. Appendix A has been changed to reflect a more accurate quantity. Appendix B was provided to those who requested it. There is approximately 200 additional acres of sidewalks, roads and parking lots not included in improved turf, mulch beds, rock beds, red breeze, and sand areas. The information was added to the PWS under Para 1.5.1.

b. QUESTION: We ask that the dead animal protocol instructions be provide in the SOW prior to bid submittal because the required protocol may affect the cost for handling for proper disposal.

RESPONSE: There is currently no additional cost for disposal of dead animals. If protocol changes contact base pest management, as outlined in PWS Para 1.1.5.5.

15. Pest and Weed Control / section 1.1.8.

QUESTION: The government SOW states that if an area of Semi-Improved ground were made barren it is the contractor’s responsibility to restore this affected area. Appendix A indicates 92 acres for weed control and this is the stated acres of your improved grounds. It is correct that the weed control requirement is for improved grounds and not semi-improved ground? Please clarify the government’s intent.

RESPONSE: The acreage for weed control was changed and is reflected in Appendix A and answered in a previous question (#1). Weed control for semi-improved areas will fall within the standards identified in section 1.2 of the PWS. It is not the government’s intent to maintain the semi-improved the same as the improved areas for weed control.

16. Lawn Renovation / section 1.1.9. thru 1.1.9.2.

QUESTION: Exhibit G provides two completely different grass seed mixtures one for improved and one for semi-improved the cost for these two mixtures are not the same. You are providing one CLIN for two completely different areas, we feel it would better serve you to add a CLIN item for the semi-improved areas to fairly and accurately cost each area separate.

RESPONSE: Several CLIN numbers have changed. CLIN 0008, was split to have one CLIN for improved grounds, referencing PWS Para 1.1.9 and 1.1.9.1 (which will be priced using sod), and one CLIN (new CLIN 0009 and subsequent years) for semi-improved grounds, referencing PWS Para 1.1.9 and 1.1.9.2 (which will be priced using hydro-mulch native seed).

17. Snow and Ice Removal / section 1.6. thru 1.6.3.

a. QUESTION: Item 1.6.3. “sand barrels” in Appendix A shows 120 barrels for quantity. Does the contractor or government provide the Sand Barrels?

RESPONSE: The contractor is responsible for the sand barrels

b. QUESTION: If the contractor provides the barrels, are the barrels required to be metal or plastic?

RESPONSE: Plastic or metal is acceptable and the PWS is changed to reflect this under Para 1.6.3.

c. QUESTION: What size barrels are required?

RESPONSE: 44-gallon and the PWS is changed to reflect this under Para 1.6.3.

d. QUESTION: During the non-winter season are the barrels required to be stored by the contractor or can they be left in place through the summer.

RESPONSE: The contractor is responsible for placing them and removing them per the season. The government provides a storage area as referenced in the PWS Para 3.1.

e. QUESTION: Will the government allow the contractor to use an approved ice melt on the installation?

RESPONSE: Yes, the contractor can use an approved ice melt, but no additional costs to the government will be incurred. Any chemical must meet the requirements in the PWS Para 4.4.10.

18. Transplant Trees / section 1.7.2.

a. QUESTION: The Statement of Work does not provides the size caliper of trees the government intends to have transplanted, larger the tree trunks require larger tree spade. Please clarify your intended sizes.

RESPONSE: Transplant of trees has been moved to RFP Exhibit A, items 17A, 17B, and 17C. RFP CLINs have been renumbered; CLINs 0026, 0027, 0028 and subsequent years are now CLINs 0027, 0028, and 0029 and subsequent years. The sizes are addressed within RFP Exhibit A.

b. QUESTION: Tree transplanting of deciduous trees and shrubs is best accomplished while the tree is in dormancy (early spring and fall). The time frame for transplanting Evergreen trees is not as critical but, there are restrictions as to when you can and cannot transplant them. Will the contractor have control over when to perform transplanting or can the SOW provide a time line for this requirement.

RESPONSE: No, the contractor will not have control over when to perform transplanting. Tree transplanting will take place via a task order, PWS Para 1.7.2. The government and the contractor will work together to ensure the tree is transplanted at the most feasible time to ensure maximum growth.

19. Landscape Projects / section 1.7.7. thru 1.7.7.3.

QUESTION: CLIN 0031: the government requires to provide a cost for landscaping projects. Not knowing the actual number or size of projects the government requires makes this extremely difficult to cost. Tools, manpower, supplies are variable cost factors that cannot be priced until a project is scoped. Can the government please clarify the government intension or make this item negotiated at nee?

RESPONSE: CLIN 0031 and subsequent years are now renumbered to read CLIN 0032 and subsequent years. CLIN 0032 will be negotiated as landscape projects occur during the contract. It does not have to be priced out for the purpose of this solicitation. As a landscape project happens, the contractor will submit a bid and the government will evaluate. For proposal purposes, reference RFP, Addenda 52.212-1, Instructions, C.2.A. (1).

20. Un-Scheduled Landscaped Projects / section 1.8.

QUESTION: CLIN 0032: The government requires a cost from the contractor not knowing the scope of a project. In section 1.8. of the SOW indicates Exhibit A as a list with a variety of items used for this requirement. Can the government modify this work to a time and materials basis?

RESPONSE: CLIN 0032 and subsequent years are now renumbered to read CLIN 0033 and subsequent years. CLIN 0033, the government will not use a time and material contract type. An unscheduled landscape project is designed to fix/repair an area in a short amount of time. The list of items in Exhibit A is designed to use for this occasion so no negotiating has to take place. For example, if there is a mulch bed that the government needs re-mulched, the price to purchase and install the mulch is already established. It is not designed for large landscape projects. For proposal purposes, reference RFP, Addenda 52.212-1, Instructions, C.2.A. (1).

21. 4.9. Performance of Services During Crisis or Heightened Security

a. QUESTION: The government requires the contractor to clean & re-supply restrooms under this paragraph. Please identify who provides cleaning materials and paper products/supplies…the government or the contractor. Under what CLIN is the contractor compensated for these services when required?

RESPONSE: This was a misprint. PWS paragraph 4.9, THE CONTRACT WILL NOT REQUIRE THE RESTOCKING OF RESTROOMS. Normal services under the scope of the contract are expected to be performed.

b. QUESTION: What is the distance from Peterson AFB to the nearest approved land fill to dispose of debris generated during the course of this contract? Please provide a name and contact for the landfill.

RESPONSE: There are several landfill companies in the vicinity of PAFB. There are some landfills located approximately 5 miles away. There is also transfer stations located .5 miles off base. Google, or other internet search engines, can provide more detailed information.

c. QUESTION: What percentage of the improved irrigated grounds is controlled by the Sentinel Irrigation System?

RESPONSE: Of the current improved grounds, approximately 99% is controlled by Sentinel Irrigation.

22. QUESTION: How many irrigation systems are not connected to the Sentinel Irrigation System?

RESPONSE: There are approximately 5 new facilities that are getting constructed on PAFB and do not have the new system installed.

23. QUESTION: Will the government provide the computer to operate the Sentinel Irrigation System?

RESPONSE: Yes, the government will provide the computer.

24. QUESTION: Please refer to CLINS XX22 Plant Trees, CLINS XX23 Plant Shrubs and or Vegetative Beds, and CLINS XX24 Plant Perennials or vegetative Beds in the pricing schedule, what species are we to price?

RESPONSE: The RFP Addenda 52.212-1, paragraph C.2.A. (3) and RFP Addenda 52.212-2, paragraph C. 1. B. was changed and RFP Exhibit C was added, which includes a cost breakdown for trees, shrubs, and perennials. RFP Exhibit C is to be priced per each item. PWS Appendix A still identifies the estimated work load. CLINs XX22, XX23 and XX24 and subsequent years now reads CLINs XX23, XX24 and XX25 and subsequent years.

25. QUESTION: Please refer to CLINS XX12 Maintain Vegetative Beds Quantity 12 months in the pricing schedule and paragraph 1.4. Maintain Vegetative, Inert Beds and related areas which states “This work will be issued as a task order by the CO and each item (1.4.1 – 1.4.5) will be issued via a separate job order by the QAE.” What pricing should we place in CLINS XX12? Monthly or per order? If it is per order what is the size of each order?

RESPONSE: Monthly price should be used. For reference in the PWS, Appendix A, the quantities are gravel/rock beds account for 49 acres, mulch/plant beds account for 20 acres, sand accounts for 1 acre, and red breeze accounts for 2 acres. CLINs XX12 and subsequent years now read XX13 and subsequent years.

26. Reference is made to the RFP Exhibit A in the pricing schedule:

a. QUESTION: For item 2 Sodding what type of sod are we to plant?

RESPONSE: Kentucky Blue Grass, IAW the PWS, Appendix G

b. QUESTION: For Item 6 Mulch, what type of mulch are we to place?

RESPONSE: Cascade, Red Cedar is the majority type of mulch used throughout the base.

c. QUESTION: For Item 13 Trees Removed and Replaced, do the replacement trees need to be the same size as those removed or the size identified in Paragraph 1.7.1.7. of the PWS?

RESPONSE: The sizes for replacement will be those referenced in PWS Para 1.7.1.7 and priced in RFP Exhibit C, items #13 a. b. and c.

d. QUESTION: For item 14 Shrub Removal and Replaced, do the replacement shrubs need to be the same size as those removed or the size identified in Paragraph 1.7.1.7. of the PWS?

RESPONSE: The sizes for replacement will be those referenced in PWS Para 1.7.1.7 and priced in RFP Exhibit A, item # 14 and in RFP Exhibit C, items #26 through 28.

27. QUESTION: During the Site Visit that all of the grounds covered under this solicitation looked to be manicured, including the Un-Improved, CLINS XX21 has a quantity of 2 each and Paragraph 1.3. Maintain Unimproved Grounds states that Unimproved grounds are to be maintained to a height of 4” to 14”. The unimproved grounds appear to be maintained at improved grounds levels. Will the Government order 2 times a year the cutting or will is the contractor required to maintain the unimproved grounds at the heights in Paragraph 1.3. in the PWS? If we are to cut the unimproved only twice a year, what height should we set our mowers to cut at?

RESPONSE: Yes, the unimproved grounds are only to be serviced when issued a job order, (PWS Para 1.3) which will be no more than twice a year (PWS, Appendix A). The height of the mowers should be set at 6”-8” and will be confirmed with the government’s QAE prior to issuing. CLINs XX21 and subsequent years now read XX22 and subsequent years.

28. a. QUESTION: How are we to price CLINS XX30 Emergency and Special Events? By man hour? Or by acre?

RESPONSE: The unit of measure now reflects “hours” instead of “each” in the PWS, Appendix A as well as the corresponding CLIN. CLINs XX30 and subsequent years now read XX31 and subsequent years.

b. QUESTION: In reading Paragraph 1.7.4 Emergency and Special Events Services there appears to be a great range of requirements from one hour for one worker up to 5 days for many workers, could you please clarify so that we man determine cost for these CLINS?

RESPONSE: This CLIN is asking for an hourly rate for one employee to be set to accomplish both tasks. An emergency and special event is mainly separated by the response time. An emergency will require quick response where as a special event the government will usually have knowledge and therefore so will the contractor. Special events are more likely on PAFB. An example of a special event could be a ceremony at a facility/field, and the government requires service in addition to day-to-day operations. Basically, the area will be gone over to make sure it is presentable for the occasion. In both occasions, the requirements generally do not exceed one day’s work.

29. Assuming contractor pricing on Form 1449 Continuation Sheet Includes Labor, Materials, Plants, and all other associated costs for work performed under job and task orders:

a. QUESTION: PWS PARA 1.7.1.3 and 1.7.2. Please provide a size limitation, especially for trees.

RESPONSE: PWS PARA 1.7.1.3 separates tree size in CLINs 0016, 0017, and 0018 for the base year and all corresponding option years. PWS, Para 1.7.2, Transplant of trees has been moved to RFP Exhibit A, item 17A, 17B, and 17C. RFP CLINs have been renumbered. CLINs 0016, 0017, and 0018 and subsequent years now the CLINs read 0017, 0018, and 0019 and subsequent years.

b. QUESTION: PWS PARAS 1.4.1 - 1.4; can any history of quantity requirements be provided?

RESPONSE: The main history for maintenance for the areas is weed and pest control. Weeds are very abundant in all areas. Areas get damaged from rutting of vehicles, snow plows running curbs into rock beds, etc. Re-fluffing of mulch, raking rocks, and fixing erosion from rains/sprinklers occur from time to time. There is not a list of every past occurrence, but for general maintenance there is typically something getting touched-up/repaired 3-4 times a week.

30. The following are Noted:

a. PWS Appendix A, Item 1.1.8, Description; “Weeds" should read "Weeds and Insects".

RESPONSE: Noted and changed

b. PWS Appendix A, Item 1.7.2.4: Item should read "1.7.2"

RESPONSE: Noted and changed

31. QUESTION: PWS PARA 1.1.9 - 1.1.9.2., 1.4.5.; Can any history of area or square footage be provided?

RESPONSE: The CLIN is priced per acre. Each job will be tracked to include quantities used by the government. It is estimated that no more than 8 acres will be required per year. Several CLIN numbers have changed. CLIN 0008, was split to have one CLIN for improved grounds, referencing PWS Para 1.1.9 and 1.1.9.1 (which will be priced using sod), and one CLIN for semi-improved grounds, referencing PWS Para 1.1.9 and 1.1.9.2 (which will be priced using hydro-mulch native seed).

32. QUESTION: RFP Pages 126, 133, and PWS Page 30 RE: Federal Communications Radio License to operate Toro Sentinel Wireless Vantage Pro2 Systems at PAFB; Is Offeror required to pay fee and apply for license prior to contract award?

RESPONSE: Yes, offerors are required to provide proof of documents IAW RFP, Addenda 52.212-1, Instructions, C.2.A. (1).

33. QUESTION: PWS 1.1.4.4. Does the system check person have to have a Colorado state license for certified cross-connection and backflow prevention if they are just testing systems and not repairing them?

RESPONSE: PWS Para 1.1.4.4 and RFP Clause 52.212-1 were changed. All permits and certifications must be obtained prior to proposal. The Plumber’s certification is for American Society of Sanitary Engineering (ASSE) certification, not Colorado State certification.

34. QUESTION: Do we need to submit the sample schedule plan that is provided in the solicitation?

RESPONSE: Yes, IAW RFP, Addenda 52.212-1, Instructions, C.1.A. (1) and RFP, Attachment 4.

35. QUESTION: Do we need to provide our equipment schedule per the specific format provided?

RESPONSE: Yes, IAW RFP, Addenda 52.212-1, Instructions, C.1.A. (1) and RFP, Attachment 4.

36. QUESTION: CLIN xx22: Does the price include labor and materials? What type of trees?

RESPONSE: Yes, the price includes labor and materials. The RFP Addenda 52.212-1, paragraph C.2.A. (4) and RFP Addenda 52.212-2, paragraph C. 1. B. was changed and RFP Exhibit C was added, which includes a cost breakdown for trees, shrubs, and perennials. RFP Exhibit C is to be priced per each item. PWS Appendix A still identifies the estimated work load. CLINs XX22 and subsequent years now read CLINs XX23 and subsequent years.

37. QUESTION: PWS 1.7.2. What size of tree is to be transplanted? 65”, 90” or 110” spade?

RESPONSE: Transplant of trees has been moved to RFP Exhibit A, item 17A, 17B, and 17C. RFP CLINs have been renumbered.

38. QUESTION: PWS 1.7.4. Special Events in reference to CLIN xx30. What would be the labor and equipment requirements?

RESPONSE: An emergency and special event is mainly separated by the response time. An emergency will require quick response where as a special event the government will usually have knowledge and there so will the contractor. Special events are more likely on PAFB. It is asking for an hourly rate to accomplish the task. An example of a special event could be a ceremony at a facility/field, and the government requires service in addition to day-to-day operations. Basically, the area will be gone over to make sure it is presentable for the occasion. In both occasions, the requirements generally do not exceed one day’s work and generally not more than a truck, mower, trimmer, shovel, rake, etc. CLINs xx30 and subsequent years now reads CLINs xx31 and subsequent years.

39. QUESTION: PWS 4.9. Performance of services during crisis or heighted security. Are we required to clean and re-stock every bathroom on base? If so, how many are there?

RESPONSE: This was a misprint. THE CONTRACT WILL NOT REQUIRE THE CLEANING OR RESTOCKING OF RESTROOMS. Normal services under the scope of the contract are expected to be performed.

40. PWS 1.1.8.

a. QUESTION: Should the IPM plan include only the 92 acres of improved grounds?

RESPONSE: No, the areas for weed control covers improved turf, rock beds, mulch beds, red breeze, and sand. The acreage in PWS Appendix A was changed to reflect total current acreage. Turf accounts for 90 acres, gravel/rock beds account for 49 acres, mulch/plant beds account for 20 acres, sand accounts for 1 acre, and red breeze accounts for 2 acres. The definition of improved grounds was added to the PWS Appendix D.

b. QUESTION: Should it also include the 70 acres of vegetative beds as well?

RESPONSE0: Reference Question 40a.

41. QUESTION: What is the definition of improved grounds?

RESPONSE: The definition for improved grounds is now in the PWS, Appendix D.

42. QUESTION: Is the government classifying ornamental grasses as a shrub or perennial?

RESPONSE: The ornamental grasses are outlined in RFP, Exhibit C.

43. PWS 1.1.9.

a. QUESTION: What would be the labor and equipment requirements?

RESPONSE: The CLIN is priced per acre. Each job will be tracked to include quantities used by the government. Several CLIN numbers have changed. CLIN 0008, was split to have one CLIN for improved grounds, referencing PWS Para 1.1.9 and 1.1.9.1 (which will be priced using sod), and one CLIN (new CLIN 0009 and subsequent years) for semi-improved grounds, referencing PWS Para 1.1.9 and 1.1.9.2 (which will be priced using hydro-mulch native seed). The CLIN is for lawn repair, replacement and is not expected to exceed 8 acres per year, PWS, Appendix A. Most jobs are done manually and are typically repair jobs. An average job would be approximately 100-500 SF.

b. QUESTION: What is the annual estimated work load for each task; Kentucky blue grass sod, improved seeding and native seeding?

RESPONSE: Several CLIN numbers have changed. CLIN 0008, was split to have one CLIN for improved grounds, referencing PWS Para 1.1.9 and 1.1.9.1 (which will be priced using sod), and one CLIN (new CLIN 0009 and subsequent years) for semi-improved grounds, referencing PWS Para 1.1.9 and 1.1.9.2 (which will be priced using hydro-mulch native seed). The PWS, Appendix A provides the estimated work load for each task.

44. QUESTION: PWS 1.1.4.1. When it says “manual watering”, are there places to hook up to a hose bib, or is a CDL class truck with a water tank the requirement?

RESPONSE: Reference PWS, Para 1.1.4.1 prohibits hydrant use. Hose bibs are not common for most facilities within the 5 acres, as outlined in PWS, Appendix A and B.

45. QUESTION: Are there any areas on PAFB that we have to be escorted into and do they have the requirement of those personnel entering these areas needing to be US Citizens and / or US Citizens born on US soil?

RESPONSE: Yes, there are a few areas the contractor will be escorted in. Security requirements are outlined in the PWS, Para 4.8.

46. QUESTION: Approximately how many irrigation heads, valves, linear feet of lateral and main line pipe is there?

RESPONSE: An approximate number of heads are 20,500 heads, 500,000 linear feet of lateral pipe, and 115,000 linear feet of main lines.

47. QUESTION: PWS 1.1.6. Is leaf and pine removal for improved grounds only to include rock beds, mulch beds and turf?

RESPONSE: No, there are approximately 200 additional acres of sidewalks, roads and parking lots not included in improved turf, mulch beds, rock beds, red breeze, and sand areas. The information was added to the PWS, Appendix A. Also, reference the PWS, Appendix D, for improved grounds definition.

48. QUESTION: PWS 1.1.2. When is a contractor obligated to perform crack grass removal? Height / Width?

RESPONSE: The contract doesn’t specify a height or width for crack grass. It should be accomplished/removed as it is identified in the PWS, Para 1.1.2.

49. QUESTION: Who is responsible for activating snow removal operations?

RESPONSE: The contractor will be issued a task order for snow removal for snow removal operations. If snow falls within the parameters of the PWS, Para 1.6, the contractor is the responsible to remove the snow.

50. QUESTION: Snow removal operations; does the contractor need to remove a 3 ft path or the entire sidewalk?

RESPONSE: The 3’ was taken out of the PWS, Para 1.6.1 to reflect a better understanding of requirements. Refer to Snow and ice map, PWS, Appendix B for areas.

51. QUESTION: Snow removal operations; what about large concrete areas such as bldg # 1, 2, and 3?

RESPONSE: All areas identified under the priority 1 as outlined in the PWS, Para 1.6.1 and Appendix B areas shall be cleared, to include large concrete areas. Roads and parking lots are not part of the snow and ice removal.

52. PWS 1.6.2.

a. QUESTION: What size sand barrels are required?

RESPONSE: The PWS, Para 1.6.3.was changed to read 44-gallon sand containers.

b. QUESTION: Is the contractor expected to place and remove the barrels seasonally?

RESPONSE: The contractor is responsible for placing them and removing them per the season. The government provides a storage area as referenced in the PWS Para 3.1.

53. PWS 1.7.1.

a. QUESTION: Does every spruce tree need to be tip pruned annually?

RESPONSE: No, only the ones requiring pruning as referenced in the PWS, Para 1.7.1. Spruce trees should be pruned to encourage density and assure a natural shape.

b. QUESTION: Is the specialized equipment needed for the task, such as a boom truck or scissor lift going to be able to drive on improved grounds or any other surface throughout the base?

RESPONSE: Yes, but if damage occurs from the equipment it must be repaired. Proper spotting and safety measures should always be used.

c. QUESTION: Who is responsible for any potential damage?

RESPONSE: If any contractor damages the area, that contractor will be responsible for repairing it. If the government damages the area, a work order will be issued accordingly.

54. PWS 1.7.1.

a. QUESTION: Who decides where to use the recycled mulch? Who pays for the labor to install the mulch in beds?

RESPONSE: The QAE will work with the contractor for placement of the mulch. The labor will be paid by the government under the PWS, Para, 1.4.2, Maintain Plant beds.

b. QUESTION: Will it be a task order?

RESPONSE: Yes, a task order and separate job order will be issued as identified in the PWS, Para 1.4.

55. QUESTION: How many cubic yards of self produced mulch are applied to mulch beds annually?

RESPONSE: Approximately between 100-150 Cubic Yards a year.

56. QUESTION: Can we get a list of how many back flow devices and pressure regulating valves there are?

RESPONSE: There are approximately 100 Back Flow devices and zero pressure regulating valves. A thorough list of all devices will be provided upon contract award.

57. QUESTION: How many back flow devices and pressure regulating valves are located inside buildings and do we free access to them or do we have to wait for a CE representative to enter buildings?

RESPONSE: The majority of backflow devices are located inside in the mechanical rooms of the facilities. The contractor will need to contact the government’s QAE, the facility manager, or a CE representative to gain access.

58. QUESTION: How many cubic yards of mulch can we expect to purchase in addition to self produced mulch?

RESPONSE: The amount of mulch is unknown. The mulch is ordered IAW the Unscheduled Landscaping, RFP, Exhibit A.

59: QUESTION: Can we replenish mulch beds with like mulch? If so can we get quantities by type that we can expect to purchase each year?

RESPONSE: Yes, mulch beds can be replenished with like mulch. No, the amount of mulch is unknown. The mulch is ordered IAW the Unscheduled Landscaping, RFP, Exhibit A.

60. QUESTION: Will the Government be providing and paying for roll-offs for the off base disposal of pine needles and leaves? If not, how many roll-offs would you estimate per year for this task?

RESPONSE: No, it is the responsibility of the contractor to provide their own bins. An approximate would be one (1) to two (2) - 30 Cubic yard containers a month. This is an estimate.

61. PWS 3.5.

a. QUESTION: Does the government pay for the service of the telephone line?

RESPONSE: Yes, the government will provide a telephone in accordance with the PWS, Para 3.5.

b. QUESTION: The monthly charges and usage?

RESPONSE: N/A

62. QUESTION: PWS 4.4.6.1. If a contractor is to deliver chemical mixed before it comes on base, does that mean the contract cannot bring on concentrated chemical such as Roundup in its original unopened container?

RESPONSE: Yes, the chemical has to be in its final dilution state as stated in the PWS, Para 4.4.6.1.

63. QUESTION: Would the contractor be required to mix and store all chemical off of the base?

RESPONSE: Yes, as stated in the PWS, Para 4.4.6.1.

64. QUESTION: Are the fuel tanks and portable storage in the contractor staging yard GFE?

RESPONSE: No, the fuel tanks and portable storage in the staging yard belong to the current contractor.

65. QUESTION: Will we be paid for each of the 9 months for snow removal even if it does not snow? Or is this an IDIQ item and paid only when snow removal is performed?

RESPONSE: Reference RFP, Clause 52.216-22, INDEFINATE QUANTITY. All items are IDIQ and paid for when performed.

66. QUESTION: How are we to price CLIN xx12 if it is issued as a Task Order, as each requirement could be for a job of very different magnitude?

RESPONSE: Monthly price should be used. For reference in the PWS, Appendix A, the quantities are gravel/rock beds account for 49 acres, mulch/plant beds account for 20 acres, sand accounts for 1 acre, and red breeze accounts for 2 acres. The main history for maintenance for the areas is weed and pest control. Weeds are very abundant in all areas. Areas get damaged from rutting of vehicles, snow plows running curbs into rock beds, etc. Re-fluffing of mulch, raking rocks, and fixing erosion from rains/sprinklers occur from time to time. There is not a list of every past occurrence, but for general maintenance there is typically something getting touched-up/repaired 3-4 times a week. If it is outside the scope of maintenance and repair a landscape project will be issued. CLINs xx12 and subsequent years now reads CLINs xx13 and subsequent years.

67. QUESTION: Can we connect to fire hydrants for manual watering, or is this prohibited typical of other Department of Air Force contracts?

RESPONSE: Reference PWS, Para 1.1.4.1 prohibits hydrant use.

68. QUESTION: RFP Exhibit A 1.7.1.5 – 1.7.1.8. What size tree & stump will need to be removed under these CLINs?

RESPONSE: Trees removed is changed in RFP Exhibit A, item 13 to reflect 3 sizes (a, b, and c). The sizes for replacement will be those referenced in PWS Para 1.7.1.7 and priced in RFP Exhibit C.

69. QUESTION: Should pruning perennials be included in CLIN xxx9 or just CLIN xx25? Both CLINs reference PWS 1.1.1.10.

RESPONSE: Pruning perennials should be only included in CLIN xx25. CLINs xx25 and subsequent years now reads CLINs xx26 and subsequent years.

70. QUESTION: Is the contractor responsible to supply irrigation parts for repairs?

RESPONSE: The contractor should include the cost of normal repairs in their bid, as stated in PWS Para 1.1.4.2. There are approximately 20,500 heads, 500,000’ of lateral pipe, and 115,000’ of main lines on the contract. The contractor is responsible for standard day-to-day maintenance. If another contractor damages any part of the irrigation system, they are liable for all costs for replacement parts.

71. QUESTION: During our site visit we observed that 70 to 80% of the mulch beds are not within standards as stated in the solicitation, will the mulch beds be brought into standards before the contract is awarded?

RESPONSE: Mulch is replenished and furnished under a job order. As funds are available for mulch, a job order will be issued to replenish it.

72. QUESTION: Also flowers within certain beds have not been dead headed, will this task be accomplished prior to award also?

RESPONSE: Pruning of perennials will be accomplished IAW the PWS, Para 1.1.10.

73. QUESTION: During our site visit we also noticed the drainage ditches are not to standards. We observed volunteer trees growing within the cannels. We also would ask for clarification for contractor responsibility of the ditch that is located by the west gate that goes on and off base several times. This ditch is also out of standards.

RESPONSE: Drainage ditches will be maintained IAW the PWS, Para 1.5. The ditch at the WEST gate is not part of PAFB maintenance.

74. QUESTION: A base representative stated that crack grass control on the airfield was a requirement of the contractor, section 1.2. does not show any reference to this requirement, please clarify because your PWS Appendix A shows only 2.5 acres of airfield BASH requirements. 1.1. improved grounds maintenance is the only section that provides any direction of crack grass responsibility.

RESPONSE: The area/acreage for the flight line portion will has been added accordingly to semi-improved grounds for crack grass. This is included in the PWS, Para 1.2.2 and is reflected in the PWS, Appendix A

75. QUESTION: We have been inquiring on prices for RFP Exhibit B irrigation items and they are all asking for a specification of certain items as the costing of certain items are up and down the board extremely Item # 2 is from $950.00 to $3240.00 Item # 3 is from $300.00 to $19,000.00. We have kind of done a costing of midway but if you are excepting the higher end product costing is considerably different please clarify what you intend the contractor you to provide.

RESPONSE: Recommend the offerors contact TORO to ensure that the items being priced for this RFP Exhibit are compatible with the Toro Sentinel Irrigation Systems, and the Rain Bird Controllers. RFP, Exhibit B, Item 2, Title was reworded for clarification.

76. QUESTION: The vender’s confusion is why have a Toro Sentinel Irrigation System and have Rain Bird irrigation part substituted / incorporated/ when Toro has the same items this just adds cost to the whole system. One vender said this is potentially a huge problem waiting to happen crossing to two manufactures cost wise.

RESPONSE: The current system has predominantly all Rain bird Controllers and appropriate adapters to connect with the Toro System. Recommend the offerors contact TORO to ensure that the items being priced for RFP, Exhibit B are compatible with the Toro Sentinel Irrigation Systems, and the Rain Bird Controllers. RFP, Exhibit B, Item 2, Title was reworded for clarification.

77. QUESTION: RFP Exhibit A items 1,2,&3 PWS reference you indicate to refer to section/paragraph 2.7.5.1. & 1.7.5.1. these section are not in the solicitation section 1.7.5. is not used and there is not a section 2.7.5. please clarify.

RESPONSE: RFP, Exhibit A, Items 1, 2, and 3, and PWS references were corrected.

REQUEST FOR PROPOSAL:

1. QUESTION: The specs for Peterson AFB Bid don’t specify the variety of trees (1.7.1.5 – 1.7.1.8) and shrubs, it only specifies the size or the general variety, i.e., Conifer, Deciduous, etc. So, I guess we need to know what kind of perennial flowers, what kind of Conifer trees, what kinds of shrub?

RESPONSE: The RFP instructions and evaluation were changed and Exhibit C was added, which includes a cost breakdown for trees, shrubs, and perennials. Exhibit C is to be priced per each item. Appendix A still identifies the estimated work load.

2. QUESTION: In reference to CLIN 0031 and subsequent years, Landscape Projects, is this supposed to be priced like CLINs 0032 and 0033 with NA, since there is no defined quantities? If not, what do we base our pricing on? Please clarify.

RESPONSE: In the RFP Clause 52.212-1 Addendum, C. 2. A. (1.) It states, “For evaluation purposes only, the contractor shall enter $300,000.00 in the CLINs 0031, 1031, 2031, 3031, and 4031. The contractor shall enter zero ($0.00) for CLINs 0001, 0032, 0033, 1001, 1032, 1033, 2001, 2032, 2033, 3001, 3032, 3033, 4001, 4032, 4033, and 5001”

3. QUESTION: The solicitation has no identified information with concerns to Past Performance. Is there to be any reporting for Past Performance.

RESPONSE: No, there is not to be any reporting for Past Performance. IAW the RFP, Addendum 52.212-2 B. 1. It states, “Award will be made to the technically acceptable offeror with the lowest price, which is deemed responsible in accordance with the FAR 9.1 and whose proposal conforms to the solicitation requirements.” Proposals will be determined if they are technically acceptable. Those technically acceptable will be ranked by price. The proposal with the lowest price will be determined responsible IAW FAR 9.104-1

4. QUESTION: Will the Government utilize Past Performance for award decisions? If so, is there a size / value, complexity and / or magnitude of Past Performance which will be desired / required.

RESPONSE: No, the Government is not utilizing Past Performance. IAW the RFP, Addendum 52.212-2 B. 1. It states, “Award will be made to the technically acceptable offeror with the lowest price, which is deemed responsible in accordance with the FAR 9.1 and whose proposal conforms to the solicitation requirements.” Proposals will be determined if they are technically acceptable. Those technically acceptable will be ranked by price. The proposal with the lowest price will be determined responsible IAW FAR 9.104-1

5. QUESTION: Who is the incumbent contractor and what is the dollar amount of their contact?

RESPONSE: The incumbent contactor is Embassy Lawn & Landscaping, Inc.; the current dollar amount of the contract is $13.5M.

6. QUESTION: In accordance to Services Contract Act and the Dept of Labor rules, a successor contractor is to provide fringe benefits based upon an employee’s length of service. Please provide a listing of the incumbent’s personnel and their anniversary dates for calculation fringe benefits.

RESPONSE: This list will not be provided at this time. IAW FAR 22.1020, Seniority Lists, “the contractor’s or subcontractor’s payroll during the last month of the contract, together with anniversary dates of employment, to the contracting officer no later than 10 days before contract completion. (See paragraph (n) of the clause at 52.222-41, Service Contract Act of 1965.) At the commencement of the succeeding contract, the contracting officer shall provide a copy of the list to the successor contractor for determining employee eligibility for vacation or other fringe benefits which are based upon length of service, including service with predecessor contractors if such benefit is required by an applicable wage determination.”

7. QUESTION: I noticed in the new solicitation that the government is not requesting past performance info. Is that a new change in contracting?

RESPONSE: Correct, the Government is not requesting past performance, not for LPTA. IAW the RFP, Addendum 52.212-2 B. 1. It states, “Award will be made to the technically acceptable offeror with the lowest price, which is deemed responsible in accordance with the FAR 9.1 and whose proposal conforms to the solicitation requirements.” Proposals will be determined if they are technically acceptable. Those technically acceptable will be ranked by price. The proposal with the lowest price will be determined responsible IAW FAR 9.104-1.

8. QUESTION: We are having a hard time locating the due date and time for the bid for Peterson Air Force Base grounds maintenance. Can you please help us out?

RESPONSE: IAW Amendment 0001, Addendum 52.212-1, PROPOSAL PREPARATION INSTRUCTION, PARAGRAPH 2. D. 2. “ Information Regarding Submission of Proposal: Deliver proposals to the following address not later than 1:00 p.m., Mountain Standard Time, on 29 March 2011: ”

9. The following are Noted:

a. RFP Page 127, Para C.2.A. (1) SF 1449 - Continuation Sheet: CLIN 1031 should be added.

RESPONSE: CLIN 1031 is added to the RFP, Para C.2.A. (1) SF 1449 - Continuation Sheet

b. RFP Page 129, Para D.4.a.; Number of pages allowed for evaluation is not stated.

RESPONSE: The number of pages allowed for evaluation was corrected in Amendment 0001. See RFP, Para D. 4. A.

10. QUESTION: What is the current conformed rate for arborist as we cannot find this in the DOL WD provided?

RESPONSE: The current conformed rate for an arborist is $22.56.

11. QUESTION: Is this contract a performance based contract?

RESPONSE: This solicitation is written with an attached Performance Work Statement (PWS) that is Performance Based. This is the same performance base PWS that will be used when the contract is awarded.

12. QUESTION: Is there a page limit to Technical Proposal?

RESPONSE: The number of pages allowed for evaluation was corrected in Amendment 0001. See RFP, Para D. 4. A.

13. QUESTION. Should we submit Past Performance document illustrating current relevant contracts with contacts information?

RESPONSE: No, there is no submitting Past Performance. IAW the RFP, Addendum 52.212-2 B. 1. It states, “Award will be made to the technically acceptable offeror with the lowest price, which is deemed responsible in accordance with the FAR 9.1 and whose proposal conforms to the solicitation requirements.” Proposals will be determined if they are technically acceptable. Those technically acceptable will be ranked by price. The proposal with the lowest price will be determined responsible IAW FAR 9.104-1

14. QUESTION: Does the DOL still require skid steer operators to be paid as heavy equipment operators?

RESPONSE: Currently there is no wage classification for a “skid steer operator”. It’s the contractor’s decision to use a “heavy equipment operator” or use a different rate which would be equivalent to a conformed wage classification.

15. QUESTION: Because of licensing and certification requirements in this contract for irrigation…